The President-Elect shall succeed and assume the role of the President after the current President's two-year term of office has been completed. The President-Elect shall act upon the request of the President in the formation of committees or other devices necessary for the effective functioning of the Association.

The President shall include the President -Elect in meetings, emails and correspondences in order to mentor and bring the President-Elect up to date on current Association business. 

In an effort to build Association familiarity, the President may assign tasks to the President -Elect or direct the President -Elect to support Board members in Association work. 

The Past President shall assist the President in ensuring the effective functioning of the Association. The Past President shall act upon the request of the President to chair any committees that may be created, from time to time, to deal with specific topics of interest to the association. The Past President shall assume the duties of the Vice-President in the event of the latter's absence.

During the year, the Past President may take on a specific project or task related to the Association, as approved by the President and the Board.

The Past President will attend all Board meetings and the Annual Meeting.

In the event of the death or resignation of the President, the Vice-President shall assume all duties of the latter position until a new President can be elected.

The Vice-President shall assume the duties of the President in the event of the latter's absence and can, in lieu of the President, but with consent of the Board, sign all contracts and financial disbursements on behalf of the Association.

The Vice-President shall act upon the request of the President in the formation of committees, special projects or initiatives necessary for the effective functioning and/or growth of the Association.

The Vice President will support the Awards Committee and act as a committee member to taking part in tasks as directed by the Committee Chair.  The Vice-President shall arrange for the preparation of plaques to be presented to recipients of the Association’s various awards and, on behalf of the Association. The Vice President will present all awards at the Annual Meeting and Annual Banquet except for the Smith-Wintemberg Award.

The Vice-President shall attend all Board meetings, Annual General Meeting and the Annual Conference.

In general charge of financial administrative matters resulting from the Annual General Meeting or the actions of the Board of Directors. 

Membership:

• Ensure that membership lists of the CAA members are maintained. 
• Correspond with the membership when necessary. 
• Process all membership data for financial records and non-online payments. 

Responsible for the recording and administration of all financial transactions of the CAA: 

• Currently has either/or signing authority for the CAA for general banking and e-transfers. 
• Log transactions regularly into the Sage software program.
• Deposits done when necessary.
• Process manual/non-online membership transactions.
• Prepare Interim financial reports for the Board of Director meeting in the fall and spring.
• Prepare completed yearend financials for the annual review of the CAA’s financial records to the bookkeeper to be completed early in the following year or at a minimum of one (1) month prior to the AGM. 
• Prepare and send out the CRA annual return by June 30th.
• Prepare and send out the GST Reimbursement for January to June and July to December annually. Submitted at same time as CRA annual return.
• Corporations Canada file annually in October.
• Pay Director & Officers Liability insurance annually. (November).
• Pay Crossref Membership annually in January.
• Tax Receipts are prepared throughout the year for donations and Supporting Membership.

Awards:

• Receive recipient’s name(s) and share with Vice President who is responsible for plaque preparation.
• Plaques are currently prepared by Ellert’s Trophies at 2705B Centre Street N, Calgary, AB T2E 2V5 
• Payments prepared and sent to the CAA award recipients when required. (Public Communication Award - Individual, Scholarships)
• Make the Complimentary membership changes for recipients when required.
• Prepare Certificates and Payments for Banquet when required. Vice President prepares plaque(s)
• Mail awards/certificates when necessary.

Student Travel Grant:

• Deadline date for submissions is July 1 annually.
• Collect the Student travel claims and prepare reimbursements. 
• E-transfers are most common.
• The annual amount of the grant is $5,000.00 from the general operations account and is divided evenly between all submissions.

CJA:

• Copy Editor Contracts (English & French) reviewed and renewed currently in June and November, in conjunction with current Director-President and CJA Editor.
• Copy editor invoices paid as needed by e-transfers.
• Layout editor invoices paid per issue.
• Send out requested copies of back issues as needed.

Contracts:

• Website Annual Maintenance Contract renewed January
• Social Media contract renewed February

Honorarium:

• Treasurer - $500.00 computer maintenance annually

CAA Conference Banners:

• Ensure the banners (2) are at all CAA events.
• Order new banners when required.

CAA Mailbox:

• Maintain the annual subscription to the mailbox. Renewal in June.
• Currently located at Aspen Woods, Calgary

CAA Archives:

• Maintain hard copy and digital version of Treasurer-related archives.

Translations:

• Request when necessary, from the CAA Translator.
• Payments are made directly via e-transfers when invoiced.

Board of Directors:

• Update Conference Expense Reimbursement Forms.
• Reimbursement of expenses to Board of Directors for conference travel, accommodations and per Diem as required, usually by e-transfers.
• Reimbursement of expenses to Director-Treasurer for conference travel, accommodations and per Diem as required, should follow the expense claims as listed below (by cheque).
• Honorarium to Director-Treasurer for Computer Maintenance should follow the expense claims as listed below (by cheque).

Conference Reporting & Finances:

• CAA Treasurer will fill the position of the annual Conference treasurer.
• Ensure conference host committee submits final report by November 1 annually.
• Forward the final report to Board of Directors.

Royalties:

• JSTOR – received annually
• Access – received annually
• EBSCO – received quarterly
• EBSCO – W-8BENE Form filed every 3 years (next one due 2028)

Budget:

• Prepare the budget for the upcoming year to present at the fall Board of Directors meeting to be reviewed and finalized.
• Present budget proposal at the AGM and have some hard copies available.

Expenses:

• Letter of consent to be sent to current Director-President to be signed for approval of all Director-Treasurer expenses. (Receipts must be available upon request).
• File CAA administrative expense claims monthly or as required. Letter of consent is to be sent to current Director-President to be signed for approval of all CAA administrative expenses. (Receipts must be available upon request).
• Attach copies of original receipts to the expense claim form and signed letter of consent for filing.
• Payment made to Director-Treasurer should always be a cheque versus e-transfer.

E-transfers for recurring vendors:

• Crossref – January
• Website Annual Maintenance Contract – January and July
• Website Hosting Contract – October
• Intact Insurance – November
• Social Media – Monthly
• CJA Copy Editors - sporadic
• Translations - sporadic

Position Description:

From the Constitution, section 6.3.6 (updated 2021) - 

The position of Secretary may be combined with the position of Treasurer at the discretion of the Board of Directors.

The Secretary shall be in general charge of ensuring the Annual General Meeting and the meetings of the Board are effectively organised and record the minutes.

The Secretary shall record the minutes from the Annual General Meeting, as well as the Board of Director meetings, which occur at least twice a year. The Secretary shall post the Annual General Meeting minutes and agendas on the Association website in the “Secretary’s Corner”, within one (1) month of the Annual General Meeting. The Secretary shall provide the Board of Directors the minutes and agendas from all board meetings within two (2) months. 

The Secretary shall maintain and steward the Association’s archives.

The Secretary shall provide copies of the minutes from the previous Annual General Meeting to the membership prior to the current meeting date.

Key tasks:

Meeting minutes

• Take meeting minutes during each Board meeting (including interim meetings) and circulate them to the Board members as soon as possible. 
• When minutes have been edited as needed, upload them on the CAA website as soon as possible (Membership and CAA executive).
• Prepare and share the AGM agenda with the membership before the AGM and the previous year’s AGM minutes (Membership in Secretary’s corner).
• Take meeting minutes during the yearly AGM held at the conference. 
• Share the AGM minutes with the membership as soon as possible (Membership in Secretary’s corner).
• Refer to previous AGM and Board meeting minutes for formatting.

Other

• Check and reply to emails received on the CAA secretary account regularly.
• Coordinate with and support the President and other Board members in their tasks as needed.
• Post job ads on the CAA website when received or link with Webmaster to do so.
• Volunteer to contribute in other ways to the CAA to ensure needs are fulfilled (e.g., committees) if the Secretary has capacity to do so.

The CAA Webmaster is appointed by the CAA Board and is contracted on an annual basis to provide web site maintenance for the web pages associated with the Canadian Archaeological Association’s domain, canadianarchaeology.com. Annual maintenance duties include the following:

• Provide technical support to all web site users (Directors, Conference Organizers, Canadian Journal of Archaeology Editorial Team,
• Social Media Coordinator, CAA Membership)
• Manage the CAA’s web hosting account and web server configuration
• Manage email accounts and forwarders associated with the CAA’s domain name
• Perform Drupal and Open Journal Systems (OJS) software updates (security updates, core and module updates, including CiviCRM) as necessary to ensure proper functioning of the CAA’s web sites
• Research and test new modules to add functionality to the web sites, as requested by the CAA Board
• Liaise with the web host regarding service issues (e.g., slow server response time, client connection problems) on behalf of the CAA Board
• Set up IP access and user accounts for Institutional members upon request
• Create and monitor online elections ballot and report election results to the CAA Board
• Send mass emails to the CAA membership at the CAA Board’s request
• Update content (including Conference-related content) at the CAA Board’s request 
• Liaise with the CAA’s translator to provide web site content and email communications sent via the web site, in English and French
• Create and manage online conference registration/payment forms
• Create and manage online membership sign-up and renewal forms
• Create and manage online donation forms
• Manage the online conference session and paper abstract submission systems
• Secure and install SSL Certificates for the CAA’s web sites
• Provide technical support to all users of the CJA Online Submission at https://cja.canadianarchaeology.com
• Manage and provide support for the CAA’s Sync (cloud file storage) accounts

Position Obligations:

The Coordinator will report to the CAA President and CAA Treasurer or such other supervisor as the CAA Board of Directors may direct. In this role, the Coordinator will uphold the principles outlined in the CAA Communications Guide. The Coordinator will share information about and help to promote CAA activities through CAA social media channels and use the CAA social media channels to promote other archaeology related initiatives and share information about archaeology in Canada. 

The Coordinator will continue to develop and update the CAA communications guide, as time allows. The Coordinator will also produce a brief twice-yearly report on activities and CAA social media analytics (follow numbers, engagement etc.) for the CAA Board of Directors (ahead of their annual fall board meeting in late October/early November and their meeting during the annual conference in late April/early May.

The Coordinator will communicate with the CAA President to ensure that all relevant news is being shared with the membership through the CAA social media channels.

Key Responsibilities:

• Account Management: Oversee and maintain the CAA's Facebook, X (formerly Twitter), and Instagram accounts.
• Content Creation: Develop engaging, visually appealing, and accessible content to promote CAA news, events, research, and initiatives.
• Community Engagement: Respond to messages, comments, and inquiries in a timely and professional manner, fostering a welcoming online environment.
• Scheduling: Plan and schedule posts to ensure a consistent online presence across platforms.
• Collaboration: Work closely with the CAA leadership and committees, as well as the general Canadian archaeology community, to share relevant updates and amplify the association’s work.

Hours of Work: 

• 5 hours per month. 
• With advance notice, the Coordinator may be requested to work additional or shortened hours in some months. The Coordinator will submit a monthly timesheet to your supervisor. 

Length of employment: 

• One year with potential to renew.

Rate of Pay: 

• Will be as stated in the contract.
• The Coordinator will submit a log of your monthly hours (date, hours worked, tasks completed) to the CAA Treasurer and CAA President on the final day of every month or, in the case where it falls on a weekend or holiday, on the next business day.

Awards Committee Description

The objective of the Awards Committee is to serve as a centralized committee tasked with evaluating all awards and scholarship nominations/applications. The committee also reviews and suggests updates for awards descriptions and eligibility criteria to the Board as needed. 

There is no fixed number of committee members, but we aim to have at least five active members at all time (including committee Chair). The Vice-President is a member of the Awards Committee. An effort is made to ensure representation of various parts of the country, the two official languages, and backgrounds among committee members. The CAA President is included in the awards evaluation process. 

Members are required to serve for two years and may choose to remain in the committee past those two years. Depending on the number of nominations or applications received, sub-groups may be formed within the committee to deal with specific awards. Specialists may be asked upon to help evaluate applications or submissions as needed (e.g., Daniel Weetaluktuk award).

Awards and scholarships nominations and applications are evaluated independently by each member. Documents are shared electronically with the members and they are required to complete an evaluation rubric for each nomination/application, which are then compiled by the Chair. Decisions are announced during the AGM first, then the banquet each year. Committee members may meet virtually at any time of the year to discuss committee-related issues, as well as during the evaluation period if they feel the need to. 

All awards nominations and scholarship applications are due February 15, except for the Daniel Weetaluktuk award. This deadline has been chosen to provide enough time between the submissions and the annual conference (usually held in the spring), but may be extended as needed. Nominations/applications may be in French or in English.

Key tasks

• Coordinate with the CAA Webmaster and translator to ensure the appropriate information regarding awards is available on the CAA website.
• Collect all nominations and applications and share them with committee members during at the beginning of the evaluation process.
• Set a deadline for the completion of the evaluation process.
• Provide updates to the Board, especially during the award nomination and evaluation process as well as during the AGM on the number of nominations/applications received and the adjudication decisions. 
• Organize meetings as necessary with fellow committee members.
• Recruit new committee members as necessary and keep a list of current and past members. 
• Ensure no major conflicts of interest exist regarding nominations and committee members. If they do, they need to be shared with the Chair.
• Coordinate with the Treasurer regarding certificates, and cheques.
• Coordinate with the Vice-President regarding plaques.
• Archive data and transfer relevant information to the next committee Chair. 
• Prepare slideshow for the awards ceremony.

Procedures for contacting winner of an awards:

• Use formal letter (template provided)
• Email the winner and CC the people in charge of the nomination
• Ideally, the person will be present at the awards ceremony held during the banquet. See with Board what the process usually resembles. 

Procedures for contacting person who did not win an award:

• Use formal letter (template provided)
• Email the person/people in charge of the nomination